Copyright, Intellectual Property

Photography and Video

From time to time, we would like to take photographs or videos of people taking part in our activities and events to encourage others to join in. The material is also used to show our funders that we deliver what we promised. We are happy to take anonymous photos where the subject cannot be identified, for example, by photographing hands gardening, cooking, creating art etc.

We ask volunteers and activity participants to specify whether they consent to this on the initial registration form. If you would prefer us not to use your image, please let us know.

Photographs taken may appear on: 

  • Our website.  

  • Social media: Facebook, Twitter and Instagram.  

  • Newspapers or magazines.  

  • Our posters, leaflets or newsletters. 

  • Reports to funders 

  • On display in our building 

The photos or videos will be stored digitally on a network folder with appropriate restricted access or password protected which give limited access to conform with the General Data Protection Regulation, 2018. 

You can withdraw your consent even after having initially consented in the registration form. Any such withdrawal should be in writing to info@calthorpecommunitygarden.org.uk.

Once consent is withdrawn, we will update our digital records and will not use the relevant images again. However it will not normally be possible to recall documents in which the image has already appeared.

Photos and videos will be taken by Staff and access is only obtainable through them. If any external organisation wishes to take photos or videos, we will seek separate permission for this.

The rights to any original works that volunteers may produce in the course of volunteering will belong to the charity unless otherwise agreed. Examples include photography, artwork or written work including research results

Data Protection and Confidentiality 

Volunteers and staff should regard all information they have access to or are given as a result of their volunteering as being confidential unless advised otherwise. No information should be released to a third party without first seeking the agreement of a member of staff, trustee and/or the individual concerned, as appropriate. 

Volunteers should not disclose personal details (home address, telephone number etc).

Calthorpe Community Garden will fulfil its duty to safeguard the information contained within application forms etc.  and will treat such personal data in accordance with the General Data Protection Regulations 2018. 

Any communication with the media regarding Calthorpe Community Garden should be carried out by Calthorpe Community Garden staff rather than direct communication by volunteers, please refer any media request to the Management.